New Search
• <br />Pe s l Services Ca»� act &IGA Checl� st . <br />P s atus of contract <br />Us ink sheet SI d be at t{:e ront o each ,contract to sho w <br />D er one. AM EN DMENT s. Intergovernmental A g reements, checklist orm f contract &amendment) <br />(� f or each <br />yp g g eements, Professional / Personal .Services, Trade Service <br />Contract Manager/, Project Manager's Name , 'caX 1c,. ac sz <br />Record dates on line below or mark 'IN/A": <br />Determines funding availability oGJ #? or a0perating moneys; <br />Operating Acct. Codes: <br />NOTE • If receiving revenue write "revenue" In the O- eratlna Acct Codes space <br />F Works with Contract Administrator to develop contract using CONRAX, vendor's scope of work and <br />Public Works routing sheet. Contract Manager writes cover memo at this time. <br />Work with Contract Administrator to review insurance requirements <br />E -mail or gives draft contract to Contract Administrator for review <br />Works with Contract Administrator to obtain written or e -mail HRRS approval on any insurance <br />modifications <br />Contract Administ'rator's Name - <br />Reviews draft contract for insurance requirements, funding source, dates, etc <br />Issues contract number and name and sets up Contract file with label, <br />Works with project manager to create contract using CONRAX program (Minimum 3 originals <br />Lane'County, 5 copies) or sets up contract using vendor's proposal, <br />Record contract or amendment #. (Al, A2, etc.) on the Contract - list -by -y ear ,spreadsheet <br />Routes or a -mails completed contract to Project Manager for review <br />` After review by.Project Manager, attaches insurance requirements and forwards all copies to <br />Contractor for signature with transmittal letter.. Putcopy -of transmittal letter in file for <br />documentation. , <br />After receiving all originals and insurance requirements from contractor prepares contract routing <br />form. YELLOW for operating; GREEN for capital. Cover memo REQUIRED for all POS contracts <br />Attach "sign here" stickers to contract and place in colored numbered /signature files and route to <br />QProject Manager, oDivision Manager for initiaWsignature. Record location of routing folder on the <br />Red Number spreadsheet. <br />When file received back, if contract involves capital $ -(will have Good Job Number), see back page <br />of this checklist for routing instructions, otherwise forward to 4Public Works. Director far signature <br />if contract or IGA is over If contract is. >$100,000 or an IGA, - forward to PW Director for <br />itials and have PWA forward to oCity Managers Office for signature. <br />. ' dds contractto•the contract tracking system once signed by both parties. <br />Prepare insurance requirements checklist - make copy of certificates and contract pages for backup <br />and forward onto HRRS (Cathy Joseph) <br />Record insurance expiration'dates on insurance tracking sheet <br />When contract is'signed by both parties/Distribute accordingly: <br />2..Eonira6t Administrator: File original contract,'transmittal letter, routing sheet, encumber op. funds <br />, <br />Include In front of file this flow cliart/checklist.alon with a financials rea sheet <br />urehasing /CRO Make 'a copy of the routing sheet YELLOW for operating; GREEN for capital. <br />.For Yellow sheets, mark "Purchasing/CRO" on top, right hand corner of routing sheet and send in the <br />ponyto- Purchasing. Purchasing will make a record and then forward the contract to the CRO. For <br />Green sheets, PWA will process— see back of this checklist for details. <br />"1 Contractor: Mail one original contract with letter of transmittal (Lane. County getsthree copies) <br />Contract Manager: copy of each- contract, routing sheet, and transmittal letter x <br />PW Director Assistant: If contract was signed by Division Manager only, send copy of routing sheet <br />and j opy of cover memo if one was written. <br />*SEE PAGE TWO FOR CAPITAL PROJECT PROCESS INSTRUCTIONS (GJN) <br />4 PWA handles both capital' $ and some grant $. *PWM/POS Financial Analyst handles some grant processes. . <br />saved: ,P:\ Finance& Admin \CONTRACTS\FORMS\Information& Process \contract.process.checklist <br />